6 free offer letter templates (and tips to write yours)

Set a professional tone from the start by including:

• Company logo, placed at the top for branding and recognition.
• Company name – full legal name of the organization.
• Business address, including street, city, state/province, ZIP/postal code, and country.
• Contact details, such as phone number, email, and website.
• Date of the letter, so the timeline is clear for both parties.

Include the candidate’s full name and preferred contact details, such as their email address and phone number. This personalizes the offer letter and clarifies who the letter is for. Since most communication happens digitally now, there’s usually no need to request a mailing address at this stage.

Here is where you should clearly outline the key aspects of the role:

• Job title (e.g., Marketing Manager).
• Department or team (e.g., Marketing, Product, Support).
• Reporting to (name and title of the manager or supervisor).
• Start date (include any flexibility, if applicable).
• Employment type (e.g., full-time, part-time, contract, temporary).
• Work schedule (e.g., Monday–Friday, 9 AM–5 PM, flexible hours).
• Expected working hours (if different from the standard schedule).

Provide a clear overview of what the candidate will receive in exchange for their work, keeping this section transparent but high-level — detailed benefits can be shared in a separate document or onboarding pack:

• Base salary or hourly rate (e.g., €60,000 per year, €25/hour).
• Pay frequency (e.g., monthly, biweekly).
• Bonuses or commission structure (if applicable).
• Equity or stock options (if offered).
• Health and wellness benefits (e.g., medical, dental, mental health support).
• Paid time off (e.g., vacation days, sick leave days, holidays).
• Retirement plans or pension contributions.
• Other perks (e.g., remote work stipend, learning budget, gym membership).

Briefly clarify any requirements or terms that must be met before or during employment, leaving the full legal details for the employment contract. This may include:

• Background or reference checks that must be completed successfully for the offer to become official.
• Proof of work eligibility – requesting documents confirming the candidate’s right to work, like ID or visa.
• Probationary period, including duration and expectations.
• Employment status, such as at-will (either party can end the employment anytime) or fixed-term (the role has a defined end date) contracts.
• Termination clauses, including notice period.
• Legal disclaimers, such as confidentiality, intellectual property, or non-compete agreements.

Let the candidate know exactly how to move forward and who to reach out to if they need help:

• Deadline to respond, which also helps you plan next steps. If the candidate doesn’t reply in time, you can move forward with other applicants.
• How to accept, such as signing and sending a PDF to a specific email address or replying to the current email.
• Disclaimers or legal notes, such as “This letter is not a contract of employment.”
• Contact person for questions or clarifications.
• What happens next, such as receiving a full contract, onboarding materials, or a welcome email after accepting the offer letter.

Wrap up the offer letter with a space for both parties to make it official:

• Candidate signature and date to confirm they have accepted the offer and the terms outlined.
• Employer signature and date, usually signed by the hiring manager or HR representative.
• Optional note, such as a short message like “We’re excited to welcome you to the team!” If you’re using an e-signature platform, mention that here so the candidate knows what to expect.

Before you hit send, take a moment to double-check the details:

• Spelling and names.
• Dates and salary.
• Contact information.
• Tone and clarity, which should be warm, clear, and professional.
• Formatting – use consistent fonts, spacing, and company letterhead (if any).
• Version history – if this is a template, confirm it’s the most up-to-date version. Proton Drive allows you to view and restore previous versions of your files, with version history going back up to 10 years.
• Legal review – if you’re unsure about language or clauses, have HR or legal take a look.